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277785 i WHITE - CiTY CLERK j�}'�}��y � PINK - FINANCE %� / / CANARY - DEPARTMENT G I T Y O F S A I�N T PA IT L COl1I1C11 �wm�� BLUE - MAYOR File N . Council Resolution Presented By ' Referred To Committee: Date Out of Committee By Date � WHEREAS, the Mayor, pursuant to Section 10.07 of the (�arter of the City of Saint Paul, does certify there is available for appropriation total revenues in excess of those estimated in the 1981 General Fund Budget; and WHERBAS, the Mayor recoaanends that the following additions be made to the 1981 General Fund Budget: Financing �aary General Revenue Fund Miscellaneous Revenue, Interest Earned , $4,910.00 � Appropriation Simmnary Purchasing Division ' 01250-537-000 $4,910.00 Therefore, be it RESOLVED that the Council accepts this recommendation and adopts these , additions to the Budget. APPROVBD, as nding: AppRpVED; ' irector of nce Budget Di c r ., ��../�-� ' COUNCILMEN Yeas Nays � Req t d by Dep of: Hunt Levine In Favor . #Aeddox `1 � McMahon B �,[� V Showalter _ Against Y — Tedesco , Wilson Adopted by Council: Date DEC � t9v� Form Approved by Ci mey ' Certified Ss d by Counc� ecr BY . By� — ' Appro by lNavor. t � DEC i 1 1981 Approve ay for Submis ' Council ' By _ BY PUBLISNED D E C 19 1981 �I �$' �`�+�s�• O td 01 : 12/3_9 7 5 �� Rev . . 9/2/76 �'. t � �� r�� `°� �� 7jr' ' � EXPLANATION OF AD:4INISTRATIVE �P.DEP.S, RESOLUTIOI�IS, AND URDINAYJCES Date : November 5, 1981 TO: MAYOR GEORGE LATIMER FR: �lilliam E. Peter, Purchasing Agent RE- Set-Aside Funds � � � ACTION REQUESTED: Transfer of Set-Aside Funds. PURPOSE AND RATIONALE FOR 'THIS ACTION : Set-Aside Advisory Committee requests. �,�iacF*�1FuTS : � Letter dated 11/S/81 Letter dated 3/6/81 Letter dated 10/22/81 from Bill Wilson � � �:�'�,;,,� �"�"� �� ,.,0� ,�� CITY OF SAINT PAUL INTERDEPARTMENTAL MEMORANDUM November 5, 1981 T0: Mayor Latimer FROM: William E. Peter, Purchasing Agent ATTN: Greg Blees A year ago, when the new "Set-Aside" ordinance was adopted, your office agreed that funds would be available to implement the Council's directive. My original request (see letter of 3/6/81 attached) is still being studied yet we have been implementing the program and incurring additional costs since Jan- uary. We now find that red figures are beginning to show up and we will not finish the year in the black. In addition, the Advisory Committee is requesting (1) a revision of our applica- tion form, (2) a remailing to existing participants, (3) a program descrip�tion flyer, and (4) neighborhood newspaper advertising. (1) New (3) part application form . . . . 2,000 copies 250.00 (includes type setting and printing) (2) Mailing Cost . . . . 2,000 copies 560.00 (includes: 2,000 out bound envelopes with stamps and 2,000 return envelopes with out stamps) (3) Bi-fold brochure . . . . 2,000 copies 700.00. (includes: design, type setting and printing) Mailing Cost . . . . 2,000 copies 400.00. (mailing cost includes: 2,000 outbound envelopes with stamps) (4) 2 column advertising of informational meetings to be conducted by each of the three subcommittees, in the St. Paul Dispatch-Pioneer Press and Neighborhood weekly papers. 3,000.00 Total Request: $4,910.00 NO STAFF COST IS INCLUDED IN THE ABOVE FIGURES. Your immediate action is needed to transfer $4,910 to Purchasing for futur� implementing of advisory committee requests. WEP/jp Attachments _ °��>�;':��, 1981 $UDGET AnJUSTMFNT REQUEST - PURCHASING �� Since inception of our new Set Aside program, we have mainr_ained detailed records of ti.me consumed and costs incurred in implementing and maintainin� the project. Initially our costs skyrocketed due to the time spent in planning, indoctrination, programming, and the sheer volume of vendor contacts. We now find that those initial cost increases were just the tip of the iceberg. Maintainin� the program at the present level of emphasis has severly cut into the effectiveness of our day to day operatiuns. Our ability to respond promptly has been seriously effected. Prior to the Set-Aside grogram, our turnaround time for all requisitions was avera�ing 3 days. Now it requires , on average, 7 days to process a requi.sition. We also have noted a sizeable increase in the number of complaints. Prior to Set-Aside we received less than 3 per month, now we receive over 3 per day or approximately 60 per month. Our figures would indicate that the Set-Aside program is consuming 20% of our total time now with the possibility that this may increase to 25% or even 30% as our outreach improves and the number of vendors increase. All this translates to an immediate need for additional personnel to re-establish our former level of efficiency and effectiveness. 20% of our entire operation taould be 4 people ; hocoever, we now have one person presently funded for Set-Aside which reduces our requirement to three. Since the Buyers are the hub of the entire program, we propose adding one Buyer I, one Buyer II, and one Clerk-Typist I. This additional staff will also require supplies and equipment makin,� this 1981 budget adjustment request. total �61,137.00 for the remaining 9 months of 1981. The details are as follows: 111 Salaries: i Buyer I $16,003 1 Buyer II 18,442 1 Clerk-Typist I 7,515 221 Postage 1,000 222 Telephone 450 224 Installation 150 242 Duplicating & Supplies 1 ,500. 276 Office Equipmenr_ Repairs 500 282 Rental of Space 1 ,600 363 Paper 600 364 Envelopes 700 369 Other 150 439 Frin�es 9,651 811 Ty�>e�Jriter 1 ,000 814 Or_her Office Equipment — 250 2 calculators 815 Desks 950 Chairs 356 Fi.les 320 $61,137 IVormally our operating costs are shared proportionally by the City, County and Schoal Disr_rict . We have begun discussions with the County and hope to soon involve the School I)istrict and should all agree to support the new Set-Aside Ordinance, [his budget adjustment could be proportioned as follows: � . , City $24,730 ` 7�;��, County 14,759 , �.: Schools 20,664 , , . Jr_her 98t} $61 ,137 3/b/81 �.,..,,,,,� • �r��6�� ,� � - CITY OF SAIN'T PAUL _r�� , q�y``il:;��rty�� OFFICE OF TIIF, CITY COiJNCIL � ��•�zsr.:xn�,ey�a �� :s:E79ry�_18E BILL WILSON n Councilman ,T',� � . � �oFA,�'�'�;�� '� c��G�. ,L, �,;,. o,,,, c�f o DATE: October 22, 1981 �ti,��fy��`y,, `��'�� 9, �,�;; ' T0: Berni e Carl son <�,T ,2c��, FROM: Bili Wilson SF'pLti�� C��, S RE: Set-Asid Committee Bernie, I spoke the other day with Bill Turner on how the Set-Aside Committee could be more effectively involved in the certificati�n of set-aside business�s. Since certification is the primary function of the ca�nmittee, it seems necess�ry that we establish a structure that would facilitate this function. My prelimin- ary thoughts on this �are listed below: 1. Adopt an administrative rule allowing for annual certification of businesses. 2. Adopt whatever new forms to be used as applications by the Purchasing Qivision. (Bill Turner mentioned that the Set-Aside Committee agreed to adopt the triplicate form presently used by the University of Minne- sota. 3. Given the present administratively certified businesses , the applica- tions should be sorted by month of certification in order to deter- mine their due date for recertification. - i .e. if originally certi- fied in January of '81 , due date would be January of '82 and likewise for other months. This process would minimize the present problem of having large numbers of applications before the Committee at one time. 4. Also, it may be advisable to start the Committee on recertification of January applicant� in November so that they will have ample time to work out the bugs. After completion of the January batch, the Committee should be able to process each subsequent group of applications with 30 days lead time. Maybe this could serve to move some discussion on this issue. Nowever, I think we should have our final decisions on this by months end. CITY HALL SEVENTH FLOOR SAINT PAUL, MINNFSOTA 55102 612;295-4646 �� _=-=�'� Cz�r� �� .�z�� t�l, • r: -: �_ � ��`�"�� ., ��'�'� t�� ` `"�: OFFIC� OF rl•t[1: CL�.L�� COIT�CTL j'• ,__,�,U(_� ` .�/;n._�:`;`� t::. --� �,;-�';��,: f� .��,;..:>�.;�� :. _ ~_w,,,,,�`=�'` Dc�t e ; December 3, 1981 ��_- ��:.�.� _� ,;.:� � C � �!�i �'�� f 1 T�� E� �. �' C� � t - . ? 0 : �oin� Paul . Cifi;t C4ur�cEi �. ��: . � F R Q t t+i • C O�I�t I�7�H`.°. O CI . FINANCE, MANAGEMENT & PERSONNEL ' � . ' • . . . . . . . ' l. � " � . � - �George McMation ; choirman, makes fihe foitc�r�ing report on C.F. -. � Ordinance � �3� � Resolufiion . � . . ' � O�ner . : �' 1?'LE : -� � � �At its meeting of Decembe'r 3, 1981, the Finance Committee recommended approval; _ _.- of the following: . � .- ----- - • xl. Resolution approving.transfer of Set-Aside funds. • � - 2. . .Resolution approvi,ng�amendments to 1976, 1980 and 1981 Capital Tmprovemen�t - ' ' Budgets to provide..financing for design of Citywide Athletic/Recreation Clenter , � to replace Midway Stadium. (12467-GM) � � ! "` � 3: Resolution approving budget amendments for Community Development Block Grant � ' Years I-VII. . . - ; . � . _ � I � � ' - . i • - � _. , . . . - i . . i . � ' f � • � � � i i s C1TY HALL � SEYENTH FLOO:L S�I�►T PAUF., 1tf1\'\'ESOTiA 5�102 � ... ,�� . OM Ol • 12/7.975 � Rev. : 9/8/76 ,� *��c H.. , ��'� �� EXPLANATION OF ADMINISTRATIVE ORDERS, RESOLUTIONS, AND URDINANCES �� RECEIVED RE 1V �DI Date : November 5, 1981 ��l0�! 25 1981 �OU , �. 19t�� CITY ATTORiVEY MA RS 0 FIC� TO: MAYOR GEORGE LATIMER _ F R- William E. Peter, Purchasing Agent RE- Set-Aside Funds � RECEIVEp NOU :� � ��-,, ACTION REQUESTED: MAYORS OFFICE Transfer of Set-Aside Funds. PURPOSE AND RATIONALE FOR THIS ACTTON: Set-Aside Advisory Comcnittee requests. ATTACHMENTS: Letter dated 11/5/81 Letter dated 3/6/81 Letter dated 10/22/81 from Bill Wilson `